Farmington Travel Baseball Board Meeting Minutes Sunday, October ...
Farmington Travel Baseball Board Meeting Minutes Sunday, October 9, 2016 6:00 PM – Carbone’s
Brian Stender
Travel Director
X
Rod Frost
Player & Coach Dev Director
Tom Terry
Assistant Travel Director
X
Kristi Israelson
Registration Director
X X
Andy Gibart
Treasurer
X
Jade Giesen
Uniform Director
X
Jessica Berreth
Tournament Director
X
Shawna Kendall
Volunteer Director
Brian Boyles
Equipment/Field Supplies Director
X
Tryout Director
X
James Brewer
Facility Schedule Director
X
Larry Lewis Bill McClure
Fundraising Director
X
I. Call to Order Meeting was called to order at 6:02 PM. II. Adoption of Agenda Motion by Rod, second by Jade, APIF to adopt the Agenda with a correction to Board information identifying B ill as Fundraising Director . APIF III. Approval of Minutes from Last Meeting Motion by Tom, second by Rod to approve the minutes from the September 11, 2016 Board meeting. APIF IV. Open Forum Public Tanya Kesti asked about when information on the age guidelines change will be available and whether or not it will affect tryouts. Brian provided information on change adopted last meeting. The Board is waiting on information from MBL on status of 9U for next year. Board can respond after MBL determination. V . O ld B u s in e s s None VI. New Business
Financial Update Finances are still in process of change over between Ron and Andy. Tabled until next meeting.
2017 Farmington Tournament Schedule Jessica reported that Association has had no trouble filing tournaments. The 13A tournament has had to shorten pool play games with no Friday night games. Options to address the issue include use of an additional facility or the addition of Friday night games. Motion by Bill, second by Rod to approve schedule as proposed. “No Friday night games” will not be included as part of the advertising for the 13A tournament. APIF
May 5-7: 11A, 13A
June 2-4: 10A, 12A
June 16-18: 15AAA
The Board discussed interest in hosting a 9U Qualifying Tournament. The MBL is likely to have 9U next season. Motion by Larry, second by Bill to tentatively schedule a 9U tournament in May or June at Empire or Dodge as an alternative facility, depending on decision on 9U by MBL. The 15AAA will be replaced by the 9U tournament, if one is available. APIF
Discussion regarding interest in a 9U State Tournament was tabled until next month following decision by MBL on 9U.
Off-Season Training Rod reported on off season training options sponsored by the Association: o DCTC – Hitting Sessions o Will be held on Sundays and Wednesdays and the facility is scheduled. The Hitting Instructor from last year will be able to instruct on Sundays at amount previously approved in Budget.
Rod presented a proposal Pitching/Catchers clinic sessions to be held at the Cages in Burnsville on Friday Nights. Motion by Tom, second by Larry to promote clinic sessions at the Cages - $60 for pitching and $60 for catching with max cap loss $600. APIF
Tryouts – Larry Larry reported on the St. Olaf Facilities & Services Agreement. The contract has been signed for $3510 and the Tryout Committee will be meeting to discuss logistics.
Tiger Cart Update Estimate of $750 was provided for repair of Tiger Cart. Due to age of cart (1979 vintage), Board discussed that repair was not prudent. Bill to seek donations related to purchasing new cart.
Portable Mounds Bill reported that mounds have been delivered.
Important Dates (Informational) o Registration Open – January 2nd o Registration Closed – February 5th o Parent Meeting/Uniform Try-Ons –February 9th (depending upon school availability-James will book) o Board Meeting – February 12th o Equipment Swap – February 9th (Boeckmann)
MJ Cochnauer/Bill McClure to coordinate
o Tryouts – March 20th – 23rd @ St. Olaf o Team Selection – April 3rd o Parent’s Night Out – March 18th
McClure to coordinate & promote
o Team Posting – April 4th o Coach’s Clinic and HS Players Clinic – Tabled, Larry to present proposal at next meeting.
Budget The Board discussed the Budget process and timing.
Empire Fields Empire Fields have been reserved for Mondays and Wednesdays. The price is the same as 2016.
Elko/Miesville Fields for 15s The Board discussed renting either the Elko or Miesville Fields for home game for 15U. Andy and Tom to research availability and pricing.
Number of Teams and Levels for Upcoming Season The Board discussed the tentative number and levels of teams for purposes of registering for tournaments. Motion by James, second by Brian Boyles to approve tentative number and levels of teams for purposes of registering for tournaments. APIF 15s – 2 teams – AAA, AA 14s – 3 teams – AAA, AA, AA 13s – 4 teams – AAA, AA, AA, A 12s – 3 teams – AAA, AA, AA 11s – 3 teams – AAA, AA, A 10s – 3 teams – AAA, AA, A 9s – 3 Teams – AAA, AA, A
Discussion re 501(c)(3) Status Bill presented the outline of a fundraising plan, presenting options for fundraising, which included: -
Sponsorships
-
Spirit Wear and Charm Sales
-
Equipment Sales
-
Stadium Chair Sales
-
Parent Night Out, and
-
End of Season Celebration
Board directed Tom to work with Bill to develop appropriate policies for consideration by Board at November meeting regarding sponsorships and vendor agreements. Additionally, Bill presented logo alternative for use on spirit wear. The Board directed Bill to explore further.
Field Improvements BLS has requested Brian Boyles to put together a field improvement proposal on batting cages for Dodge/Riverview fields. FTBA and FYBA may collaborate on the costs of this
project. Further action to be taken after November referendum vote when more clarity on potential Jim Bell field complex is voted on by Farmington residents.
Uniforms Jade provide an update on uniforms and sought direction from Board on number of “Coach” shirts to provide for each team Motion by Larry, second by Bill to approve four shirts per team. APIF
VII. Director Roundtable Updates The Directors provided various updates.
IX. Adjourn Meeting adjourned at 8:44 PM.
Brian Stender
Travel Director
X
Rod Frost
Player & Coach Dev Director
Tom Terry
Assistant Travel Director
X
Kristi Israelson
Registration Director
X X
Andy Gibart
Treasurer
X
Jade Giesen
Uniform Director
X
Jessica Berreth
Tournament Director
X
Shawna Kendall
Volunteer Director
Brian Boyles
Equipment/Field Supplies Director
X
Tryout Director
X
James Brewer
Facility Schedule Director
X
Larry Lewis Bill McClure
Fundraising Director
X
I. Call to Order Meeting was called to order at 6:02 PM. II. Adoption of Agenda Motion by Rod, second by Jade, APIF to adopt the Agenda with a correction to Board information identifying B ill as Fundraising Director . APIF III. Approval of Minutes from Last Meeting Motion by Tom, second by Rod to approve the minutes from the September 11, 2016 Board meeting. APIF IV. Open Forum Public Tanya Kesti asked about when information on the age guidelines change will be available and whether or not it will affect tryouts. Brian provided information on change adopted last meeting. The Board is waiting on information from MBL on status of 9U for next year. Board can respond after MBL determination. V . O ld B u s in e s s None VI. New Business
Financial Update Finances are still in process of change over between Ron and Andy. Tabled until next meeting.
2017 Farmington Tournament Schedule Jessica reported that Association has had no trouble filing tournaments. The 13A tournament has had to shorten pool play games with no Friday night games. Options to address the issue include use of an additional facility or the addition of Friday night games. Motion by Bill, second by Rod to approve schedule as proposed. “No Friday night games” will not be included as part of the advertising for the 13A tournament. APIF
May 5-7: 11A, 13A
June 2-4: 10A, 12A
June 16-18: 15AAA
The Board discussed interest in hosting a 9U Qualifying Tournament. The MBL is likely to have 9U next season. Motion by Larry, second by Bill to tentatively schedule a 9U tournament in May or June at Empire or Dodge as an alternative facility, depending on decision on 9U by MBL. The 15AAA will be replaced by the 9U tournament, if one is available. APIF
Discussion regarding interest in a 9U State Tournament was tabled until next month following decision by MBL on 9U.
Off-Season Training Rod reported on off season training options sponsored by the Association: o DCTC – Hitting Sessions o Will be held on Sundays and Wednesdays and the facility is scheduled. The Hitting Instructor from last year will be able to instruct on Sundays at amount previously approved in Budget.
Rod presented a proposal Pitching/Catchers clinic sessions to be held at the Cages in Burnsville on Friday Nights. Motion by Tom, second by Larry to promote clinic sessions at the Cages - $60 for pitching and $60 for catching with max cap loss $600. APIF
Tryouts – Larry Larry reported on the St. Olaf Facilities & Services Agreement. The contract has been signed for $3510 and the Tryout Committee will be meeting to discuss logistics.
Tiger Cart Update Estimate of $750 was provided for repair of Tiger Cart. Due to age of cart (1979 vintage), Board discussed that repair was not prudent. Bill to seek donations related to purchasing new cart.
Portable Mounds Bill reported that mounds have been delivered.
Important Dates (Informational) o Registration Open – January 2nd o Registration Closed – February 5th o Parent Meeting/Uniform Try-Ons –February 9th (depending upon school availability-James will book) o Board Meeting – February 12th o Equipment Swap – February 9th (Boeckmann)
MJ Cochnauer/Bill McClure to coordinate
o Tryouts – March 20th – 23rd @ St. Olaf o Team Selection – April 3rd o Parent’s Night Out – March 18th
McClure to coordinate & promote
o Team Posting – April 4th o Coach’s Clinic and HS Players Clinic – Tabled, Larry to present proposal at next meeting.
Budget The Board discussed the Budget process and timing.
Empire Fields Empire Fields have been reserved for Mondays and Wednesdays. The price is the same as 2016.
Elko/Miesville Fields for 15s The Board discussed renting either the Elko or Miesville Fields for home game for 15U. Andy and Tom to research availability and pricing.
Number of Teams and Levels for Upcoming Season The Board discussed the tentative number and levels of teams for purposes of registering for tournaments. Motion by James, second by Brian Boyles to approve tentative number and levels of teams for purposes of registering for tournaments. APIF 15s – 2 teams – AAA, AA 14s – 3 teams – AAA, AA, AA 13s – 4 teams – AAA, AA, AA, A 12s – 3 teams – AAA, AA, AA 11s – 3 teams – AAA, AA, A 10s – 3 teams – AAA, AA, A 9s – 3 Teams – AAA, AA, A
Discussion re 501(c)(3) Status Bill presented the outline of a fundraising plan, presenting options for fundraising, which included: -
Sponsorships
-
Spirit Wear and Charm Sales
-
Equipment Sales
-
Stadium Chair Sales
-
Parent Night Out, and
-
End of Season Celebration
Board directed Tom to work with Bill to develop appropriate policies for consideration by Board at November meeting regarding sponsorships and vendor agreements. Additionally, Bill presented logo alternative for use on spirit wear. The Board directed Bill to explore further.
Field Improvements BLS has requested Brian Boyles to put together a field improvement proposal on batting cages for Dodge/Riverview fields. FTBA and FYBA may collaborate on the costs of this
project. Further action to be taken after November referendum vote when more clarity on potential Jim Bell field complex is voted on by Farmington residents.
Uniforms Jade provide an update on uniforms and sought direction from Board on number of “Coach” shirts to provide for each team Motion by Larry, second by Bill to approve four shirts per team. APIF
VII. Director Roundtable Updates The Directors provided various updates.
IX. Adjourn Meeting adjourned at 8:44 PM.
